Personal data
When you use this website, the foodbank may keep some data about you. This is “personal data”, because it is about you as a particular person, and it can be linked to you. If you only visit the foodbank for information, no data will be kept.
What personal data do we hold?
If you visit the site to make an online donation and you gift aid it, or you fill in the gift aid form, your name, address and the amount you give will be stored so they can be shown to HMRC if necessary. If you opt in to further communications from the foodbank, this information will also be kept.
If you fill in the referral form, your information, including your name, email address and organisation, will be kept. As well, the details about the person(s) you are referring will be kept. This includes their name, address, the number of other adults and children in your household, employment status, and the reason they need to use the foodbank. We assume referrers have consent to give us this information.
How is your personal data kept safe?
Your data is kept in a secure database. This can only be accessed with a login and password. We require all users of the system to sign a “confidentiality agreement”.
Does the foodbank have a right to your data?
The foodbank has a “legitimate interest” in keeping the data you or a referrer has given us.
Who can see your data?
Your data can ONLY be seen by people from this foodbank who have been given a login and password for the data system, that is, the Coordinator, relevant volunteers and if necessary, a Trustee.
We will not share your information with any third party without your consent.
The only exception is if the law or a court order compels us to.
How long will your data be kept?
Your personal data is kept for six years. After that it will be removed from the system. We keep the data for six years so we could prove we have acted properly as a charity, and used people’s donations in the right way. Charity law means we may need to be able to prove this.
Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact the Foodbank Coordinator at [email protected]
What rights do you have?
You have a number of rights under Data Protection legislation:
- Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement. - Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file. - Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again. - Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible. - Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.
Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.
Please see our Data Protection Policy for more details. As well, see our Data Privacy Statement for Clients, Data Privacy Statement for Supporters, and Data Privacy Statement for Referral Agencies.